government supply priorities - economic alliance · 2013-03-21 · government supply priorities o...
TRANSCRIPT
Government supply priorities
O FIRST - Agency inventories
O SECOND - Excess from other agencies
O THIRD - Federal prison industries
O FOURTH - Ability One (formerly JWOD)
O FIFTH - GSA/DLA stock inventory
O SIXTH - GSA schedules, VA schedules, DOD Emall, etc.
O FINALLY - You & other commercial sources
7 Phases of GovCon
1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
You’re gonna
need a good
roadmap!
Let’s look at #1
1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
#1 Registration - Definitions O North American Industrial Classification System (NAICS)
O Federal Supply Classification (FSC)
O Product Service Codes (PSC)
O Tax ID number (TIN) or SSN if sole proprietor
O Data Universal Numbering System (DUNS) O Dun & Bradstreet – Govt Direct = 866-705-5711
O Online Registration now required: http://fedgov.dnb.com/webform
O System Award Management (SAM)
#1 Registration
O Check Excluded Parties List System
http://epls.gov – now listed with SAM.GOV
O Determine your NAICS code(s)
http://www.census.gov/eos/www/naics/
O Sample Company = Joe’s PJ&L, Inc.
(Plumbing, Janitorial & Landscaping)
http://www.census.gov/eos/www/naics/
Spelling Counts!
More Samples
…Janitorial…
…Landscaping
#1 Registration O Determine NAICS
O Determine FSC & PSC
http://www.outreachsystems.com/resources/tables
/pscs
Services A-Z | Commodities 10-99
Product Service Codes
PSC = A-Z
Federal Supply Codes
FSC = Commodities – 10-99
#1 Registration
O Determine NAICS
O Determine FSC & PSC
O Obtain TIN/EIN – contact the IRS for SS-4 http://www.irs.gov/businesses/small/article/0,,id=102767,00.html
O Do NOT use your SSN
Large or Small Business? O Size Determination: Small vs. Large (13 CFR 121.201)
http://www.sba.gov/sites/default/files/Size_Standards_Table.pdf
SBA Regulation and Policy
To ensure that small businesses get their fair share of Federal
Government purchases, statutory goals have been established for
Federal executive agencies. They are:
23 percent of prime contracts for small businesses;
5 percent of prime and subcontracts for women-owned small
businesses;
3 percent of prime contracts for HUBZone small businesses;
3 percent of prime and subcontracts for service-disabled
veteran-owned small businesses.
Certifications A. So what do all of these goals really mean?
a. Certain opportunities are set asides for certified companies
B. What kinds of certifications are there?
a. 8(a) = Socially or Economically Disadvantaged
b. HUBZone = Geographic Location
c. WOSB = Woman Owned Small Business
a. EDWOSB = Economically Disadvantaged Woman Owned Small Business
d. VOSB = Veteran Owned Small Business
a. SDVOSB = Service Disabled Veteran Owned Small Business
8(a) SBA Business Development
Program
http://www.sba.gov/content/8a-business-
development
If you qualify, apply!
http://edocket.access.gpo.gov/cfr_2009/janq
tr/pdf/13cfr124.103.pdf
Mandatory prior to Applying for 8(a)
http://imedia.sba.gov/vd/media1/training/sb
dtool/player.html
Why take time to apply?
http://www.sba.gov/content/applying-
hubzone-program
Do you qualify for HUBZone status?
Located in a HUBZone?
Spokane County
Name City
Qualified
Status 2012 2013
104.01 Airway Heights No Yes Qualified
140.01 Cheney Yes Yes Qualified
140.02 Cheney No Yes Qualified
2 Hillyard No Yes Qualified
16 Hillyard Yes Yes Qualified
18 Hillyard No Yes Qualified
26 Hillyard Yes Yes Qualified
24 Spokane Yes Yes Qualified
25 Spokane Yes Yes Qualified
31 Spokane No Yes Qualified
32 Spokane No Yes Qualified
35 Spokane Yes Yes Qualified
40 Spokane Yes Yes Qualified
4 Town & Country No Yes Qualified
111.01 Town & Country No Yes Qualified
20 West Spokane No Yes Qualified
21 West Spokane No Yes Qualified
23 West Spokane No Yes Qualified
36 West Spokane Yes Yes Qualified
30 Yardley Yes Yes Qualified
145 Yardley Yes Qualified
How do you get certified as a
WOSB or EDWOSB?
O You can self-certify your status with the SBA.
See FAR 19.001 for the definition of a
woman-owned business
O 83 NAICS Codes covered by the new
Woman Owned Small Business Program:
http://tiny.cc/dxvg2
http://www.sba.gov/content/women-owned-
small-business-federal-contract-program
Washington State, WBE or MBE…
OMWBE – http://www.omwbe.wa.gov
Veteran/Service Disabled
Veteran Owned Business?
O Public Law 108-183 – “The Veterans Benefit Act of
2003” signed Nov 11, 2003
O Executive Order signed Oct 20, 2004
O Section 36 amends U.S. Code regarding
procurement opportunities for service-disabled
veteran-owned small businesses
O SDVOSBs will benefit via set-asides or restricted
procurements
O 3% goal for ALL federal agencies
http://www.vetbiz.gov
Typically takes
less than 30
minutes to
register
7 Phases of GovCon 1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
Places to Register
Federal:
1. SAM
2. SBA
3. VETBIZ
State:
1. OMWBE
2. WEBS
3. WA Veterans
4. Miscellaneous Small
Works Rosters
Basic SAM Requirements
SAM Registration
TIN
NAICS
DUNS
Optional PSC
Optional FSC
Optional SIC
SAM reports include:
• STATUS
• NAICS
• EPLS
• FBO (FUTURE)
• ORCA
• POC
SAM O SAM - System Award Management – http://sam.gov (formerly
known as Federal Central Contractor Registration)
O Record all user IDs and passwords
O Protect and safeguard your password – NEVER give out
your user ID or password – DON’T lose them
O After registration, you’ll be assigned a Commercial and
Government Entity (CAGE) Code
O Re-Visit SAM to view and record your CAGE
O Great marketing tool
Registration
(Update EVERY YEAR)
SAM Data Entry O Self formatting
O Tab from one field to another
O Attention to detail
O NO abbreviations
O NO punctuations
O NO dashes
O NO commas
Searching SAM
#2 Don’t forget SBA Profile
Dynamic Small Business Search
http://dsbs.sba.gov
It’s the best government
search tool ever!
REPS & CERTS are now part of SAM.GOV
Once SAM is validated, watch
out for unsolicited proposals
O “If you want to do business with the government,
you need to get in our directory.” Pay us $10,000!
O “Prepare your 8(a) application in 3days in Las
Vegas.” Pay us $10,000!
O “Don’t miss your opportunity to cash in on the
Stimulus.” Pay us $10,000!
#5 Registration – WA State
O Requires entry and annual upkeep of information
O Search capability for state government buyers and
other commercial vendors
http://www.ga.wa.gov/webs/
7 Phases of GovCon
1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
Develop marketing strategy
O Consult with a SCORE or SBDC to develop a marketing plan
O Identify & target only key buying activities
O Visit small business specialist, buyers & end users
O Always take promotional material: i.e. brochures, line cards, business cards
O Determine procurement cycle
O Periodically re-visit buying activities
O Attend trade shows
Now, let’s continue
1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
Know the “right people”
At DOD, Small Business Liaison Officers (SBLOs)
O Acts as liaison between supplier and buyer
O Does not buy anything
O Your conduit to technical person or buyer
O Communication protocol
O Email addresses available
OSBP
http://www.acq.osd.mil/osbp/
OSBP
http://sellingtoarmy.com/army-small-
business-specialists
More “right people” - Subcontracting
O Small Business Liaison Officer (SBLO) – prime contractor employee established by Public Law 95-507
O Applicable for commodity awards >$650K or construction awards of >$1.5M
O Communication protocol
O Requires a subcontracting plan with goals
O Good opportunity for new government vendors
More “right people” O Contracting Officer (CO) – The only person who
can buy, administer or terminate contracts for the
government
O Contractor administrator – assists the CO
O End users
O Communication protocol
The “right way” to connect
with the “right people”
More about the “right way” O Contracting Officer (CO) – The only person who can
buy, administer or terminate contracts for the government
O Contractor administrator – assists the CO
O End users
O Communication protocol
O Clear and Concise
O Articulate
O Watch for Spam blocks
O Professional business letters
O Lose the “hotmail” type email address
O Get everything in writing!!
Now, let’s continue 1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
#4 Consult reference library O Federal Acquisition Regulation (FAR)
O www.arnet.gov/far/index.html
O Defense Federal Acquisition Regulation
Supplement (DFARS)
O http://akss.dau.mil/jsp/default.jsp
O Code of Federal Regulations (CFR)
O www.access.gpo.gov/nara/cfr/cfr-table-search.html
O http://www.ecfr.gov/cgi-
bin/ECFR?SID=b4e3c21fc35137cde56380a9575efc66
&page=browse
#4 Consult reference library O United States Code (USC)
O uscode.house.gov/usc.htm
O Washington State Purchasing Manual
O http://www.ga.wa.gov/PCA/manual.htm
O Government acronyms
O http://www.dau.mil/pubs/glossary/preface.asp
Now, let’s continue
1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
#5 Search for opportunities O Federal Business Opportunities
O www.fbo.gov (>$25k required to be posted)
O Procurement Notices
O Contract Awards
O Subcontract Leads
O Sales of Surplus Property
O Foreign Business Opportunities
O FedBid.com – commercial entity
O Washington WEBS
O BidMatch – PTAC offering
O Facebook – USACE (<$25k)
Federal: What has the government purchased in
the past and who was awarded the contract?
http://fbo.gov
Local:
O What has the government purchased in the past and
who was awarded the contract?
O For Washington State, they are accessible on their
web system at
http://www.ga.wa.gov/business/awarded.htm
O Local agencies may have it on their website or you
can request it under the Freedom of Information Act
#5 Search for opportunities
http://www.Naspo.org/profile_index.cfm
What you won’t find on these websites and may
not find through Freedom of Information Act.
O The government can purchase small amounts with credit cards (“government cards”) : Under $2,500 for the federal government
< $3000 = Products
< $2500 = Services
< $2000 = Construction
O < $3,300 = Washington
O < $5,000 = Idaho
O Local agencies set their own thresholds
O The government does NOT have to post everything.
O < $25,000 = the federal government
O < $46,200 = Washington
O < $75,000 = Idaho
O Local agencies can set their own thresholds
Washington
• Credit Cards $3,300
• Purchase Orders $46,200
Idaho
• Credit Cards $5,000
• Purchase Orders $75,000
Federal
• Credit Cards •Products
$3,000
•Services $2,500
•Construction $2,000
• Purchase Orders $25,000
LIMITS
When you find an opportunity
READ the entire synopsis – carefully
When you find an opportunity
O READ the entire synopsis – carefully
O Obtain copy of solicitation by fax, email,
letter, download
O READ the entire solicitation – carefully
O Make a “go” or “no go” decision based
solely on the solicitation
O Follow the directions to the letter
Now, let’s continue 1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
Bidding – some basics O Invitation For Bids (IFBs) can be quite short and
relatively simple to prepare.
• They can contain as few as 15 pages or as many as 100.
• Their complexity depends on the project or the commodity.
• These types of solicitations are usually awarded primarily on price.
• Competitive pricing here is a key factor.
Bidding – some basics Request For Proposals (RFPs)
• Usually more complex than (IFBs).
• They tend to be issued for service oriented contracts with large staffing requirements or complex operations involved.
• In many cases they are looking for comprehensive project management plans, a past performance section, a quality control plan spelled out in detail, and a separate volume on costing broken down line by line.
• Every contract is broken down into sections.
• Address each section in order and let them be your guide to preparing the proposal.
Bidding – some basics Request For Quotes (RFQs).
These are generally the easiest to prepare. and it is
usually just a question of filling in the blanks. Like
IFBs, they are most often evaluated and awarded
solely on price.
OWhile IFBs and RFQs are generally awarded solely on the
basis price, RFPs tend to be weighted differently. Past
Performance and technical capabilities may often count
more than price. A strong presentation, or proposal, can be
decisive.
Bidding – some basics O Sealed Bidding:
• Rigid procurement process
• Not open to negotiation (exceptions)
• For non-commercial supplies / services greater than $100K
• Clear & detailed specifications
• Awarded on price factors, but also to RESPONSIVE & RESPONSIBLE bidders only!!!
Bidding – some basics O Negotiated Procurements
• Most flexible but most complicated procurement
method
• Many forms
• 80% of contracts exceeding $100K
• Requests for Proposal (RFPs)
• Evaluation criteria cited in solicitation
• Contracting Officer (CO) may negotiate
Bidding – some basics O Market Research:
O Collecting and analyzing information about
capabilities within the market to satisfy agency
needs.
O Includes: reviewing priority sources, vendor search
in SAM or Dynamic Small Business, issuing Pre-
solicitation Notices or Sources Sought
Preparation of Bids
READ and re-READ the solicitation
• Make a working copy & get waivers
• Use a bid checklist
• Request specifications if required
• Consult your government procurement library
• Your written response must convince the CO
that you can do the job with “best value”
• Familiarize yourself with government jargon
http://www.dau.mil/pubs/glossary/preface.asp
Preparation of Bids O Obtain product history (previous winner,
award data, who is your competition, etc.)
O Submit bid at price you can live with
O Acknowledge amendments
O Fill in original
O Submit on time – not 1 second late
O Attend bid opening, if applicable
O Sign your bid
Bid prep coaching for clients
O Schedule one-on-one as far in advance as possible
O Provide a copy of the government solicitation
marked up with your questions
O Reference by URL is OK
O Your first draft/best effort at a response required
O Your best effort is mandatory
O We cannot “write your bid” for you
O Incorporate red line comments & suggestions
Now, let’s finish 1. Registration
2. Develop a marketing strategy
3. Know the “right people”
4. Consult a reference library
5. Search for opportunities
6. Bid
7. Perform
Perform
O Most responsive & responsible
O Pay attention to the details
O Best commercial practices
O Past performance
O Acceptance of SmartCards
O “Best value”
What if you don’t win??
Feedback Loop O Request a debriefing
O If meeting cannot be set up, request via FOIA (Freedom of Information Act)
O Ask for suggestions
O Obtain “abstract” or “bid tab” listing of vendors and quoted costs
O Protest can be detrimental to your GovCon experience.
O You must strive to become more responsive and responsible
New School
Five mandatory traits of a successful contractor
1. Able to read & follow
instructions to the letter
2. Detail oriented
3. Computer literate
4. Appropriately aggressive
5. Passionate
Rules to Live By O Do not be late
O Do not lose your passwords (do not share, either!)
O Do not pay for what you can get free
O Get it in writing
O Be proactive
O Call PTAC with questions
Review of PTAC assistance Provides free one-on-one assistance
• Assists with registrations
• Assists with certifications
• Assists with marketing to the government
• Assists with locating bids
• Assists with specifications, standards, &
drawings
• Helps interpret solicitations
Leslie Miller, Manager Eastern Washington PTAC Greater Spokane Incorporated 801 W. Riverside, Suite 100 Spokane, WA 99201 (509) 321-3641
EMAIL = [email protected] WEB = http://gsiptac.org
The fine print: GSI, which serves as a Procurement Technical Assistance Center (PTAC), is funded in part through a cooperative agreement from the Dept. of Defense (DOD) through a program administered by the Defense Logistic Agency (DLA). The content of any written materials or verbal communications of the PTAC does not necessarily reflect the official views of or imply endorsement by DOD or DLA.